HomeMy WebLinkAboutPacket.pdfTable of Contents
Agenda 2
KSAR Presentation
Staff Report 7
City Council Meeting Minutes – January 20, 2010
Staff Report 9
Minutes for January 20, 2010 10
Treasurer’s Report for the Month Ended December 31, 2009
Treasurer’s Report for the Month Ended December 31,
2009 22
Review of Accounts Payable Check Registers
Staff Report 27
01/14/10 Check Register 29
01/21/10 Check Register 32
Resolution Approving Application for Santa Clara Valley Water
District Environmental Enhancement Planning Grant Funds
Staff report 36
Site map 38
Resolution 39
Unclaimed deposits
staff report 41
Amendment Number One to the Joint Use Agreement with the
Santa Clara Valley Water District for Wildcat Creek at Gardiner
Park
Staff Report 42
Attachment 1 - Amendment 44
Attachment 2 - Original JUA 47
Village Entrance Sign
staff report 53
Depiction of sign 55
Location map 56
Support for West Valley College Creek Restoration Project
Staff Report 57
Letter of Support 59
Request for funding to support the 2010 Mustard Faire
Staff Report - 2010 Mustard Faire 60
Att. A - List of Expenditures 61
FY 2009/10 Mid-Year Budget Status Report and Budget
Adjustment Resolution
Mid Year Report 62
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REGULAR MEETING – 7:00 P.M. – CIVIC THEATER/COUNCIL CHAMBERS
AT 13777 FRUITVALE AVENUE
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT OF CITY CLERK ON POSTING OF AGENDA
(Pursuant to Gov’t. Code 54954.2, the agenda for this meeting was properly posted on
January 27, 2010)
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non-Agendized Items
Any member of the public will be allowed to address the City Council for up to three (3)
minutes on matters not on this agenda. The law generally prohibits the council from
discussing or taking action on such items. However, the Council may instruct staff
accordingly regarding Oral Communications under Council Direction to Staff.
Oral Communications - Council Direction to Staff
Instruction to Staff regarding actions on current Oral Communications.
Communications from Boards and Commissions
Council Direction to Staff
Instruction to Staff regarding actions on current Communications from Boards &
Commissions.
ANNOUNCEMENTS
CEREMONIAL ITEMS
SPECIAL PRESENTATIONS
1. KSAR Presentation
Recommended action:
Listen to short presentation by Tom Moran, Chairman of KSAR Community Access
Television.
AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
Wednesday, February 3, 2010
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CONSENT CALENDAR
The Consent Calendar contains routine items of business. Items in this section will be
acted in one motion, unless removed by the Mayor or a Council member. Any member of
the public may speak to an item on the Consent Calendar at this time, or request the
Mayor remove an item from the Consent Calendar for discussion. Public Speakers are
limited to three (3) minutes.
2. City Council Meeting Minutes – January 20, 2010
Recommended action:
Approve minutes.
3. Treasurer’s Report for the Month Ended December 31, 2009
Recommended action:
Review and accept the Treasurer’s Report for the month ended December 31, 2009.
4. Review of Accounts Payable Check Registers
Recommended action:
That the City Council review and accept the Check Registers for the following
Accounts Payable payment cycles:
January 14, 2010
January 21, 2010
5. Resolution Approving Application for Santa Clara Valley Water District
Environmental Enhancement Planning Grant Funds
Recommended action:
Approve resolution supporting the 2010 Environmental Enhancement Planning Grant
Application.
6. Unclaimed Deposits
Recommended action:
Direct staff accordingly.
7. Amendment Number One to the Joint Use Agreement with the Santa Clara Valley
Water District for Wildcat Creek at Gardiner Park
Recommended action:
Authorize the City Manager to sign the Amendment Number One to the Joint Use
Agreement
8. Village Entrance Sign
Recommended action:
Approve design and installation of Village Entrance Sign.
9. Support for West Valley College Creek Restoration Project
Recommended action:
Approve Letter of Support for West Valley College application for Environmental
Enhancement Planning Grant.
PUBLIC HEARINGS
None
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OLD BUSINESS
None
NEW BUSINESS
10. Request for funding to support the 2010 Mustard Faire
Recommended action:
Direct Staff accordingly
11. FY 2009/10 Mid-Year Budget Status Report and Budget Adjustment Resolution
Recommended action:
Review FY 2009/10 Mid-Year Budget Status Report and proposed budget
adjustments, and adopt resolution approving the City's FY 2009/10 Operating Budget
amendments.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Kathleen King
ABAG
City School Ad-Hoc
County HCD Policy Committee
Hakone Foundation Executive Committee
West Valley Flood Control Zone & Watershed Advisory Committee
SCC Cities Association Selection Committee
Santa Clara County Emergency Council
West Valley Mayors and Managers Association
Vice Mayor Jill Hunter
Hakone Foundation Board
Historical Foundation
Library Joint Powers Association
SASCC
Sister City Liaison
Village AdHoc
Councilmember Howard Miller
Chamber of Commerce
Council Finance Committee
Highway 9 Adhoc
KSAR
Santa Clara County Cities Association Board
West Valley Solid Waste Joint Powers Association
West Valley Transportation Authority PAC
Councilmember Susie Nagpal
Highway 9 Adhoc
Village AdHoc
Councilmember Chuck Page
City School Ad-Hoc
Santa Clara Valley Water District Commission
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Saratoga Ministerial Association
West Valley Sanitation District
Council Finance Committee
CITY COUNCIL ITEMS
CITY MANAGER’S REPORT
ADJOURNMENT
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda are available at the
office of the Community Development Department Director at 13777 Fruitvale Avenue,
Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently
with the posting of the agenda are also available on the City Website at www.saratoga.ca.us. Any
materials distributed by staff after the posting of the agenda are made available for public review
at the office of the City Clerk at the time they are distributed to the City Council.
In compliance with the Americans with Disabilities Act (ADA), if you need special
assistance to participate in this meeting, please contact the City Clerk at (408) 868-1269.
Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title
II)
Certificate of Posting of Agenda:
I, Ann Sullivan, City Clerk for the City of Saratoga, declare that the foregoing agenda for
the meeting of the City Council for the City of Saratoga was posted on January 27, 2010,
at the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was available for
public review at that location. The agenda is also available on the City’s website at
www.saratoga.ca.us
Signed this 27th day of January 2010 at Saratoga, California.
Ann Sullivan, CMC
City Clerk
NOTE: To view current or previous City Council meetings anytime, go to the City
Video Archives at www.saratoga.ca.us
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1/20 Regular Meeting – Joint Meeting with Saratoga Chamber of Commerce
1/29 City Council Retreat @ North Prospect Center
2/3 Regular Meeting – Joint Meeting with Planning Commission
2/17 Regular Meeting – Joint Meeting with Supervisor Liz Kniss
3/3 Regular Meeting – Also Interviewing Commissioners for vacancies --
Joint Meeting with Parks and Recreation Commission
3/17 Regular Meeting – Joint Meeting with Sheriff’s Office and County Fire
4/7 ? Joint Meeting with Mt. Winery
4/21 Regular Meeting – Regular Meeting –Joint Meeting with School Districts:
Saratoga Union Elementary School District; Los Gatos-Saratoga Union
High School District; Cupertino School District; Campbell School District
Moreland School District; Fremont High School District; Sacred Heart; St.
Andrews, and Campbell Union High School District
5/5 Regular Meeting – Joint Meeting with Youth Commission
5/19 Regular Meeting – Joint Meeting with Montalvo Arts
6/2 Regular Meeting – Interview Youth commissioners for vacancies
6/16 Regular Meeting – Joint Meeting with HOA Presidents
7/7 Regular Meeting – Joint Meeting with Library Commission and Friends of
the Saratoga Libraries
7/21 Regular Meeting – Joint Meeting with SASCC
8/4 SUMMER RECESS – NO COUNCIL MEETING
8/18 SUMMER RECESS – NO COUNCIL MEETING
9/1 Regular Meeting – Joint Meeting with West Valley Board of Trustees
9/15 Regular Meeting – Joint meeting with Assemblymember Jim Beall
10/6 Regular Meeting – Joint Meeting with Traffic Safety Commission
10/20 Regular Meeting – Joint Meeting with Historical Foundation & Heritage
Preservation Comm.
11/3 Regular Meeting – Joint meeting with Saratoga Ministerial Association
11/17 Regular Meeting - Joint Meeting with Hakone Foundation
11/30 Council Reorganization
12/1 Regular Meeting -
12/15 Regular Meeting -
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2010
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SARATOGA CITY COUNCIL
MEETING DATE: February 3, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: KSAR Presentation
RECOMMENDED ACTION:
Listen to short presentation by Tom Moran, Chairman of KSAR Community Access Television.
REPORT SUMMARY:
Each year the City Council provides Community Grants to various agencies. In 2008 KSAR15,
Saratoga Community Access Cable TV Foundation submitted a proposal for support of a
Saratoga High School Media Arts Mentoring Program. The program helps students start a TV
broadcasting career through classes in TV production skills, internship opportunities, and resume
and interview techniques. Council considered KSAR’s request for funding for this program and
granted then $4,617.
This presentation will show how KSAR used the funding and the interest expressed by the
students involved in it.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
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Posting of the agenda.
ATTACHMENTS:
None
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SARATOGA CITY COUNCIL
MEETING DATE: February 3, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Ann Sullivan, City Clerk DIRECTOR: Dave Anderson
SUBJECT: City Council Meeting Minutes – January 20, 2010
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for January 20, 2010 City Council meeting.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Retain minutes for legislative history.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A – Minutes from January 20, 2010 City Council meeting.
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MINUTES
SARATOGA REGULAR CITY COUNCIL MEETING
JANUARY 20, 2010
The City Council of the City of Saratoga met in Closed Session in the Administrative
Conference Room at 5:30PM.
ANNOUNCEMENT OF CLOSED SESSION
Conference with Legal Counsel – Existing Litigation: Pursuant to Government Code
Section 54956.9 (b) (1 potential case) Castro vs. City of Saratoga
MAYOR’S REPORT ON CLOSED SESSION
Mayor King stated there was no reportable information.
The City Council of the City of Saratoga held a Special Meeting with the Saratoga
Chamber of Commerce in the Administrative Conference Room at 6:00 p.m.
Mayor King called the Regular City Council meeting to order at 7:00 p.m. and led the
Pledge of Allegiance.
ROLL CALL
PRESENT: Councilmembers Chuck Page, Howard Miller, Vice Mayor Jill
Hunter, Mayor Kathleen King
ABSENT: Susie Nagpal
ALSO Dave Anderson, City Manager
PRESENT: Richard Taylor, City Attorney
Ann Sullivan, City Clerk
Barbara Powell, Assistant City Manager
John Cherbone, Public Works Director
John Livingstone, Community Development Director
Michael Taylor, Recreation Department Director
Nina Walker, Facilities Coordinator
REPORT OF CITY CLERK ON POSTING OF AGENDA
Ann Sullivan, City Clerk, reported that pursuant to Government Code Section 54954.2,
the agenda for the meeting of January 20, 2010 was properly posted on January 15, 2010.
Mayor King asked for consensus to have the Joint Meeting report by the Chamber of
Commerce President, Emily Lo at this time. [Council agreed]
ORAL COMMUNICATIONS
Bill Dougherty addressed the Council regarding the recent decision on Herriman Avenue
and asked Council to revisit this issue and consider adopting Option 3.
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Citizen Ray addressed the Council regarding the Cupertino Cement Plant and the letter to
the Air Quality Board. He noted the dust sample tests indicated there is arsenic in the dust
particles that are being released into the air.
Councilmember Page asked who performed the study and inquired about the results,
adding he would like a copy.
Citizen Ray stated he would provide Councilmember Page with a copy of the test results.
Ernest Brookfield asked the Council to review the Traffic Safety Commission’s recent
decision to install a crosswalk on Kirkbrook Drive and Kirkmont Avenue near Blue Hills
Elementary School.
Ronald Hills addressed the Council regarding artificial turf as impervious coverage and
its impact on Saratoga Building Permit 09-0344 and asked that Council revisit the use of
artificial turf coverage.
Barton Hechtman addressed the Council regarding a Residential Hillside Conservation
(RHC) parcel designation on specific property and asked that council consider this zoning
issue for discussion at the January 29, 2010 council retreat.
Carl Dcosta addressed the Council regarding the recent decision on Herriman Avenue
and asked Council to revisit this issue and consider adopting Option 3.
Susan Cox addressed the Council regarding the recent decision on Herriman Avenue and
asked Council to revisit this issue and consider adopting Option 3.
Marilyn Foust addressed the Council regarding the recent decision on Herriman Avenue
and asked Council to revisit this issue and consider adopting Option 3.
DIRECTION TO STAFF
Councilmember Page recommended staff include the RHC zoning issue on the Council
Retreat agenda.
City Manager Dave Anderson noted this item is scheduled for discussion on the retreat
agenda.
Councilmember Page asked if staff that was present could provide some information
regarding the Kirkmont crosswalk issue.
Public Works Director John Cherbone was present and noted the Commission considers
each issue on a case-by-case basis. He added staff conducts traffic studies, however, they
usually don’t notify nearby residents when they are doing street work or striping; if it is a
safety issue they do conduct traffic studies and usually don’t notify nearby residents.
Director Cherbone noted this particular traffic study involved a two day study in order to
acquire specific data.
DIRECTION TO STAFF: Staff should notify affected neighbors of future crosswalk
installation decisions in order to provide adequate opportunity for public input.
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Councilmember Miller inquired about the request to address Impervious Coverage at the
upcoming council retreat.
City Manager Dave Anderson noted this topic is scheduled for discussion at the Council
retreat and would be part of the work plan prioritization process.
Vice Mayor Hunter voiced concerns about the Herriman Avenue issue and asked to have
this item brought back for discussion. This request received no second from a
Councilmember.
Councilmember Page noted the Herriman Avenue issue has been discussed for more than
a year and wasn’t sure if reopening it would solve the problem. He noted there are two
upcoming vacancies on the Traffic Safety Commission, adding that could be a good way
to become involved in traffic calming issues.
Councilmemember Miller suggested upgrading the rubber traffic poles on Herriman with
some metal material, which would discourage drivers from driving into the poles. He also
commented on the traffic speed on Herriman Avenue and asked if a traffic study was
scheduled for it.
Director Cherbone noted he would have to look into the feasibility of upgrading the
traffic poles with metal and he added there is a traffic calming plan scheduled for
Herriman Avenue.
DIRECTION TO STAFF:
Staff should work with the Traffic Safety Commission, Traffic Consultant, and Traffic
Engineer regarding some widening of the curve and striping on Herriman Avenue now
and address the speed issue later in the year.
COMMUNICATIONS FROM BOARDS AND COMMISSIONS
Emily Lo, President of Saratoga Chamber Commerce reported the role of the Chamber is
to serve local businesses and the community and they are hoping to build a network of
support between the businesses and the community. She noted they are extending their
service to all commercial districts in Saratoga, including Quito Center, which will host
the pumpkin decoration contest during the week of Halloween. She noted some of the
upcoming events for 2010 – such as the first Annual Saratoga Classic Car Show
scheduled in July and the Taste of Saratoga event, which will be a two-day event in
collaboration with the California Artists Association. She added the Chamber is
committed to providing a quarterly report to the City Council regarding services they’ve
done for the community during the past quarter. She concluded by saying they are in the
final stage of their audit and will deliver an official statement and response to the City
regarding the audit.
Councilmember Miller inquired about the Crab Feed.
Ms. Lo stated the Crab Feed is scheduled for February 20th at Sacred Heart Church;
tickets are $40 for adults and are available at the Chamber of Commerce or on line. She
added Councilmember Page would be the emcee for the live auction.
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Councilmember Page suggested the Chamber look into a new company in the Saratoga
Village called “Double Knot” to assist them with their ticket sales, adding they specialize
in ticket sales for non-profits.
DIRECTION TO STAFF
None
Mayor King asked for consensus to move to the Ceremonial Items at this time. [Council
agreed.]
ANNOUNCEMENTS
Councilmember Page noted there is a Santa Clara County Valley Water District
redistricting process that is occurring. This redistricting would provide for four directors
to be elected to the Board in 2010 and three would be eligible for re-election in 2011; he
encouraged people to consider these positions on the Water Board.
Councilmember Miller noted the latest edition of the Saratoga Recreation Guide for the
winter and spring session is out and that there are numerous classes that are available; he
invited citizens to sign up for some fun classes.
Vice Mayor Hunter congratulated the Recreation & Facilities Department on the 2009
Award of Excellence they recently received from the California Parks and Recreation
Society. She also commented on the Saratoga Website and the email feature for
notification of specific meetings and topics in the City.
Mayor King noted there are a number of vacancies on several city commissions and
invited people to apply, adding that the deadline to apply is February 18, 2010. She also
commented about the recent storm updates noted on the City’s website.
City Manager Dave Anderson noted the Website reflects updates on the recent storm
activity in the community and that residents could go to the Maintenance Yard to acquire
sand bags, if needed.
Vice Mayor Hunter also asked if staff could advertise commission openings to the
Homeowners’ Associations.
CEREMONIAL ITEMS
1. COMMENDATION HONORING THE SARATOGA HIGH SCHOOL BAND
STAFF RECOMMENDATION:
Read and present commendation.
Councilmember Miller invited the band members that were present and their band
directors on stage to receive the commendation. Prior to presenting the commendation
to the band members and band directors, he asked for a moment of silence in honor of
a former band member that had just recently passed away un-expectedly.
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2. PROCLAMATION DECLARING THE MONTH OF JANUARY 2010 AS
“NATIONAL BLOOD DONOR MONTH”
STAFF RECOMMENDATION:
Read and present proclamation.
Mayor King invited Mona Helmhold, American Red Cross Donor Recruitment
Account Manager, up on stage to receive the proclamation and asked Ms. Helmhold
to provide a synopsis of the blood donation program.
SPECIAL PRESENTATIONS
3. PRESENTATION ON LEAGUE OF CALIFORNIA CITIES (LCC) –
PENINSULA DIVISION
STAFF RECOMMENDATION:
Listen to a short presentation by Joe Pirzynski, Vice Mayor of Town of Los Gatos, on
the LCC and its goals for 2010.
Joe Pirzynski, Vice Mayor of Town of Los Gatos, provided a short presentation on
the main goals of the League of California Cities (LCC) and the many benefits local
municipalities receive from the LCC and the Divisions.
4. PRESENTATION ON BILL OF RIGHTS FOR CHILDREN & YOUTH AND
ADOPTION OF RESOLUTION ADOPTING BILL OF RIGHTS FOR
CHILDREN AND YOUTH
STAFF RECOMMENDATION:
Listen to short presentation on the Bill of Rights for Children and Youth; authorize
the Mayor to sign the Bill of Rights for Children & Youth, and adopt Bill of Rights
Resolution.
Dana Bunnett, Executive Director for Kids in Common, provided a short presentation
on the Bill of Rights for Children and Youth and noted that Saratoga is the first city in
the county to consider adopting the resolution supporting the Bill of Rights for
Children and Youth.
RESOLUTION NO. 10-001
PAGE/MILLER MOVED TO AUTHORIZE THE MAYOR TO SIGN THE BILL
OF RIGHTS FOR CHILDREN & YOUTH, AND ADOPT BILLOF RIGHTS
RESOLUTION. MOTION PASSED 4-0-1 WITH COUNCILMEMBER NAGPAL
ABSENT.
At this point Mayor King announced the next item would be Council Announcements
and asked for consensus to go to Agenda Item 16 after Council Announcements.
[Council agreed.]
CONSENT CALENDAR
5. CITY COUNCIL MINUTES – DECEMBER 2, 2009
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STAFF RECOMMENDATION:
Approve Minutes.
MILLER/PAGE MOVED TO APPROVE CITY COUNCIL MINUTES –
DECEMBER 2, 2009. MOTION PASSED 4-0-1 WITH COUNCILMEMBER
NAGPAL ABSENT.
6. CITY COUNCIL SPECIAL MEETING MINUTES (HOUSING ELEMENT) –
DECEMBER 16, 2009
STAFF RECOMMENDATION:
Approve Minutes.
Councilmember Miller removed this item for comment. He thanked the citizens for
their input every step of the way and the Community Development for their efforts.
Kathleen Casey removed this item for discussion. She stated she would like to see the
Housing Element correspondence from the State on the City website. In addition, she
asked to have the cost for completing the Housing Element requirements made
public.
DIRECTION TO STAFF:
Add Housing Element correspondence to City Website.
MILLER/HUNTER MOVED TO APPROVE CITY COUNCIL SPECIAL
MEETING MINUTES (HOUSING ELEMENT) DECEMBER 16, 2009.
MOTION PASSED 4-0-1 WITH COUNCILMEMBER NAGPAL ABSENT.
7. CITY COUNCIL MEETING MINUTES – DECEMBER 16, 2009
STAFF RECOMMENDATION:
Approve minutes.
Kathleen Casey removed this item for comment.
MILLER/PAGE MOVED TO APPROVE CITY COUNCIL MEETING
MINUTES –DECEMBER 16, 2009. MOTION PASSED 4-0-1 WITH
COUNCILMEMBER NAGPAL ABSENT.
8. REVIEW OF ACCOUNTS PAYABLE CHECK REGISTERS
STAFF RECOMMENDATION:
That the City Council review and accept the Check Registers for the following
Accounts Payable payment cycles:
December 10, 2009
December 17, 2009
January 7, 2010
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MILLER/PAGE MOVED TO ACCEPT THE CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: DECEMBER
10, 2009, DECEMBER 17, 2009, JANUARY 7, 2010. MOTION PASSED 4-0-1
WITH COUNCILMEMBER NAGPAL ABSET.
9. MOTOR VEHICLE (MV) RESOLUTIONS RESTRICTING PARKING ON
DAGMAR DRIVE
STAFF RECOMMENDATION:
Move to adopt MV Resolutions restricting parking on a section of Dagmar Drive.
Councilmember Miller removed this item for comment. He thanked the Traffic
Safety Commission for restricting parking at the Dagmar and Saratoga Avenue
intersection and noted this should be considered for a CIP project at some time.
MV RESOLUTION NO. 287
MV RESOLUTION NO. 288
MILLER/PAGE MOVED TO ADOPT MV RESOLUTIONS RESTRICTING
PARKING ON A SECTION OF DAGMAR DRIVE. MOTION PASSED 4-0-1
WITH COUNCILMEMBER NAGPAL ABSENT.
10. RESOLUTION AMENDING THE CITY COUNCIL NORMS OF
OPERATION IMPLEMENTING THE MAYORAL ROTATION POLICY
FOR THE SARATOGA CITY COUNCIL
STAFF RECOMMENDATION:
Adopt the Resolution amending the City Council Norms of Operation Implementing
the Mayoral Rotation Policy for the Saratoga City Council.
Vice Mayor Hunter removed this item for discussion.
Vice Mayor Hunter noted that since 1956, the council rotation has been a tradition,
however, it has not been part of the Norms of Operation and this policy would make
Saratoga one of the few cities that rely on “vote count”. In addition, she inquired
about the policy regarding a three candidate race for city council vacancies and the
policy if there were no opponents for those three vacancies.
City Attorney Richard Taylor noted the draft policy states that if there were an equal
number of votes, which would be the case if there were no votes, then seniority is
determined by a coin toss administered by the City Clerk.
Vice Mayor Hunter expressed other concerns and noted that one council member was
missing and unable to vote on this item.
Kathleen Casey removed this item for comment.
Ms. Casey stated she does not support the Council rotation policy and that it should
remain as it is.
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RESOLUTION NO 10-002
PAGE/KING MOVED TO ADOPT RESOLUTION AMENDING THE CITY
COUNCIL NORMS OF OPERATION IMPLEMENTING THE MAYORAL
ROTATION POLICY FOR THE SARATOGA CITY COUNCIL. MOTION
PASSED 3-1-1 WITH VICE MAYOR HUNTER OPPOSING AND
COUNCILMEMBER NAGPAL ABSENT.
11. 2009 LIBRARY HEATING VENTILATING, AIR CONDITIONING (HVAC)
RENOVATION PROJECT – BUDGET ADJUSTMENT
STAFF RECOMMENDATION:
Accept report and move to approve budget resolution.
RESOLUTION NO. 10-003
MILLER/PAGE MOVED TO APPROVE BUDGET ADJUSTMENT
RESOLUTION FOR 2009 LIBRARY HEATING VENTILATING, AIR
CONDITIONING (HVAC) RENOVATION PROJECT. MOTION PASSED 4-0-
1 WITH COUNCILMEMBER NAGPAL ABSENT.
12. RECORDS MANAGEMENT PROGRAM: RESOLUTION AUTHORIZING
FINAL DISPOSITION OF CERTAIN CITY RECORDS
STAFF RECOMMENDATION:
Adopt Resolution Authorizing Final Disposition of Certain City Records
Kathleen Casey removed this item for comment.
RESOLUTION NO. 10-004
MILLER/PAGE MOVED TO ADOPT RESOLUTION AUTHORIZING FINAL
DISPOSITION OF CERTAIN CITY RECORDS. MOTION PASSED 4-0-1
WITH COUNCILMEMBER NAGPAL ABSENT.
13. ADOPTION OF ORDINANCE ESTABLISHING THE CITY’S ABILITY TO
ISSUE ADMINISTRATIVE CITATIONS FOR VIOLATIONS OF THE
SARATOGA CITY CODE.
STAFF RECOMMENDATION:
Staff recommends the City Council waive the Second Reading and adopt the
Administrative Citation Ordinance.
ORDINANCE NO. 276
MILLER/PAGE MOVED TO WAIVE SECOND READING AND ADOPT THE
ADMINISTRATIVE CITATION ORDINANCE. MOTION PASSED 4-0-1
WITH COUNCILMEMBER NAGPAL ABSENT.
14. APPROVAL OF SPORT USER AGREEMENTS - 2010
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STAFF RECOMMENDATION:
Approve Sport User Agreements with American Youth Soccer Organization,
Saratoga Little League, Quito Little League, De Anza Youth Soccer League, West
Valley Lacrosse Club, West Valley Youth Soccer League, and Saratoga Pony League
for the use of Saratoga City parks, West Valley College, and Prospect High School
for organized sport use, and authorize the City Manager to execute the same.
MILLER/PAGE MOVED TO APPROVE SPORT USER AGREEMENTS WITH
AMERICAN YOUTH SOCCER ORGANIZATION, SARATOGA LITTLE
LEAGUE, QUITO LITTLE LEAGUE, DE ANZA YOUTH SOCCER
LEAGUE, WEST VALLEY LACROSSE CLUB, WEST VALLEY YOUTH
SOCCER LEAGUE, AND SARATOGA PONY LEAGUE FOR THE USE OF
SARATOGA CITY PARKS, WEST VALLEY COLLEGE, AND PROSPECT
HIGH SCHOOL FOR ORGANIZED SPORT USE, AND AUTHORIZE THE
CITY MANAGER TO EXECUTE THE SAME. MOTION PASSED 4-0-1 WITH
COUNCILMEMBER NAGPAL ABSENT.
15. PROPOSED AMENDMENT TO VALLEY TRANSPORTATION
AUTHORITY (VTA) JOINT POWERS AGREEMENT
STAFF RECOMMENDATION:
Approve proposed amendment to VTA Joint Powers Agreement.
Councilmember Page removed this item for comment. He stated we should be proud
of how well our West Valley division works. The West Valley division includes
Campbell, Cupertino, Los Gatos, Monte Sereno and Saratoga and he noted this group
continues to be the model of how all the division groupings should work.
Kathleen Casey removed this item for comment.
PAGE/MILLER MOVED TO APPROVE PROPOSED AMENDMENT TO VTA
JOINT POWERS AGREEMENT. MOTION PASSED 4-0-1 WITH
COUNCILMEMBER NAGPAL ABSENT.
PUBLIC HEARINGS
16. RESOLUTION DECLARING A PUBLIC NUISANCE AS TO SPECIFIED
PROPERTIES CONTAINING HAZARDOUS VEGETATION (WEEDS)
STAFF RECOMMENDATION:
Conduct public hearing and adopt resolution.
City Clerk Ann Sullivan presented the staff report.
Moe Kumre, representative from the Office of the County Agricultural
Commissioner’s Office was present to answer questions.
Councilmember Page asked if Council could allow the public to speak on this item
later in the meeting since this item was heard out of sequence.
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City Attorney Richard Taylor stated the Mayor could open the Public Hearing for
comment and continue it to the last item of the meeting to accommodate individuals
that may be planning to attend the meeting to comment on this item.
Mayor King opened the Public Hearing for comment.
No one was present to speak on this item.
Mayor King closed the Public Hearing and noted it would be reopened again as the
last item on this evening’s agenda.
Mayor King returned to this item at 10:15 p.m. and reopened the Public Hearing. No
one was present to speak on this item. Mayor King closed the Public Hearing.
RESOLUTION NO. 10-005
PAGE/MOVED TO APPROVE THE RESOLUTION DECLARING A PUBLIC
NUISANCE AS TO SPECIFIFED PROPERTIES CONTAINING
HAZARDOUS VEGETATION (WEEDS). MOTION PASSED 4-0-1 WITH
COUNCILMEMBER NAGPAL ABSENT.
Mayor King declared a 5 minute break at 9:35PM.
Mayor King reconvened the Regular Meeting at 9:40PM.
OLD BUSINESS
17. OPTIONS FOR FACILITY RENTAL POLICY FOR NON-PROFIT
FUNDRAISERS
STAFF RECOMMENDATION:
Review report and provide direction for the City’s facility rental policies and rental
fees for non-profit group fundraising use.
Recreation Director Michael Taylor presented the staff report.
Mayor King invited public comment.
No one requested to speak on this item.
COUNCIL CONSENSUS:
Council approved a third tier of facility rental fees for non-profit organizations to
receive a reduced rental rate for one fundraising activity per fiscal year. Non-profit
groups that meet the criteria of being a certified non-profit (501c3 or equivalent),
having a participation level of at least 51% Saratoga residents, and holding an open
event for the public good may charge an admission fee for one event per fiscal year
for the purpose of raising funds for the organization. The reduced fee is 75% of the
regular rental rate. Up to $5,000 of the City Council contingency fund was allocated
to reimburse the Recreation and Facilities Department for the lost revenues due to the
19
11
additional discount and any leftover funds from the Contingency Fund allocation are
to be replaced in the Contingency Fund.
NEW BUSINESS
None
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Kathleen King – reported:
SCC Cities Association – Joint Economic Development Policy Committee (JEDPC) –
Mayor King asked that this agency be removed from this list as it no longer exists.
West Valley Mayors and Managers Association – Meets next week.
Vice Mayor Jill Hunter – reported:
Historical Foundation – There are a significant number of speaker series scheduled.
Concerns regarding the plants. They feel the $26,000 that they gave to the City should go
towards plants and this issue needs to be resolved. Lots of excitement generated over the
new Historical Park.
Sister City Liaison – committee members were very pleased with the Muko visit; the
members had a nice Christmas party and preparations are under way for a trip to Muko
this spring; a guest speaker is scheduled at the Saratoga Library to speak about the history
of Samurai.
Councilmember Howard Miller – reported:
Chamber of Commerce – the Chamber is busy preparing for a two-day Taste of Saratoga
event in September.
Council Finance Committee – the last meeting focused on a preview of the Council
retreat topics. City staff continues to successfully find ways to curb expenses in order to
stay on budget.
KSAR – proceeding with equipment for editing stations; applying for potential grant
funding from solid waste JPA to develop a “Recycling” video
Santa Clara County Cities Association Board – City of Saratoga just became the first city
to vote on the Bill of Rights for Youth; City of Gilroy is currently addressing lawsuits
pertaining to the Medical Marijuana Dispensary issue; he noted he made the motion to
support the City of San Jose moving forward on their investigation of the plastic bag
ordinance allowing them to proceed with the environmental impact issue, which will
benefit the City of Saratoga.
West Valley Transportation Authority PAC – at the last meeting discussion took place on
the express road system coming into Bay Area; can use FastPass card.
Councilmember Susie Nagpal – absent
Councilmember Chuck Page – reported:
Santa Clara Valley Water District Commission – meets later in the month.
Saratoga Ministerial Association – meets next Tuesday.
West Valley Sanitation District – did not meet this month; however, he attended a District
conference and most of the discussion focused on the water situation in the State.
20
12
CITY COUNCIL ITEMS
Councilmember Page noted there is a request from a southern California city that is
trying to prevent any more medical marijuana dispensaries from going into their city to
other cities for a letter and a resolution of support.
Mayor King suggested more research be done on this and suggested a closed session
discussion on this item.
City Attorney Richard Taylor stated this item could be scheduled for closed session.
Vice Mayor King noted the League of California Cities is concerned about not receiving
many applications from interested candidates for the re-districting reform in California,
adding interested candidates cannot have previously served in a political office and they
are hoping that more women apply.
CITY MANAGER’S REPORT
None
CITY ATTORNEY’S REPORT
None
ADJOURNMENT
There being no additional business Mayor King asked for a motion to adjourn.
MILLER/PAGE MOVED TO ADJOURN THE REGULAR MEETING AT 10:30PM.
MOTION PASSED 4-0-1 WITH COUNCILMEMBER NAGPAL ABSENT.
Respectfully submitted,
Ann Sullivan, CMC
City Clerk
21
SARATOGA CITY COUNCIL
MEETING DATE: February 3, 2010 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Ann Xu, Accountant DEPT HEAD: Mary Furey
SUBJECT: Treasurer’s Report for the Month Ended December 31, 2009
RECOMMENDED ACTION
Review and accept the Treasurer’s Report for the month ended December 31, 2009.
REPORT SUMMARY
California government code section 41004 requires that the City Treasurer (the Municipal Code
of the City of Saratoga, Article 2-20, Section 2-20.035, designates the City Manager as the City
Treasurer) submit to the City Clerk and the legislative body a written report and accounting of all
receipts, disbursements, and fund balances.
Section 41004. Regularly, at least once each month, the City Treasurer shall submit to
the City Clerk a written report and accounting of all receipts, disbursements, and fund
balances. He shall file a copy with the legislative body.
The following attachments provide various financial transaction data for the City of Saratoga’s
Funds collectively as well as specifically for the City’s General (Operating) Fund, including an
attachment from the State Treasurer’s Office of Quarterly LAIF rates from the 1st Quarter of
1977 to present.
FISCAL IMPACT
Cash and Investments Balance by Fund
As of December 31, 2009, the City had $284,756 in cash deposit at Comerica bank, and
$12,426,314 on deposit with LAIF. Council Policy on operating reserve funds, adopted on April
20, 1994, states that: for cash flow purposes, to avoid occurrence of dry period financing, pooled
cash from all funds should not be allowed to fall below $2,000,000. The total pooled cash
balance as of December 31, 2009 is $12,711,070 and exceeds the minimum limit required.
22
Unrestricted Cash
Comerica Bank284,756$
Deposit with LAIF12,426,314$
Total Unrestricted Cash12,711,070$
Cash Summary
The Fund Balance schedule presented on the following page represents actual funding available
for all funds at the end of the monthly period. This amount differs from the above Cash
Summary schedule as assets and liabilities are components of the fund balance. As illustrated in
the summary below, Total Unrestricted Cash is adjusted by the addition of Total Assets less the
amount of Total Liabilities to arrive at the Ending Fund Balance – which represents the actual
amount of funds available.
Total Unrestricted Cash12,711,070$
Plus: Assets359,079
Less: Liabilities (1,311,053)
Ending Fund Balance11,759,096$
Adjusting Cash to Ending Fund Balance
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION
The City would not be in compliance with Government Code Section 41004.
ALTERNATIVE ACTION
N/A
FOLLOW UP ACTION
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT
N/A
ATTACHMENTS
A – Change in Total Fund Balances by Fund
B – Change in Total Fund Balances by CIP Project
C – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
23
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE
Fund Description
Fund
Balance
7/1/09
Increase/
(Decrease)
Jul-Nov
Current
Revenue
Current
Expenditure Transfers
Fund
Balance
12/31/09
General
Undesignated Unreserved Balance857,524 (2,321,227) 2,221,405 1,223,067 - (465,365)
Reserved Fund Balance:
Petty Cash Reserve1,300 - - - - 1,300
Designated Fund Balances:- -
Designated for Operations 2,870,140 - - - - 2,870,140
Designated Economic Uncertainty 1,500,000 - - - - 1,500,000
Designated for Development 707,380 - - - (75,000) 632,380
Designated for Environmental 613,182 - - - (50,000) 563,182
Designated for Uncollected Deposits182,159 - - - - 182,159
Designated for Mid Pen Open Space 250,000 - - - (250,000) -
Designated for Hillside Reserve300,000 - - - - 300,000
Designated for CIP Matching Grant600,000 - - - - 600,000
Designated for CIP Transfer 300,000 - - - (300,000) -
Designated for Economic Stability25,000 - - - (25,000) -
Designated for Carryforward22,000 - - - (22,000) -
Special Revenue
Landscape/Lighting Districts359,917 (128,790) 56,049 25,198 - 261,979
CDBG Federal Grants- - - 42,859 - (42,859)
SHARP Loan209,175 284 195 - - 209,655
Capital Project
Street Projects1,926,230 (62,066) 41,230 103,168 - 1,802,226
Park and Trail Projects542,045 97,180 - 613 - 638,612
Facility Improvement Projects953,833 (354,623) 255,494 277,940 - 576,765
Administrative Projects163,910 17,280 - - - 181,190
Tree Fine Fund62,943 (22,076) 500 5,622 - 35,745
CIP Grant Fund(200,477) (247,307) 160,203 21,000 - (308,581)
Gas Tax Fund62,495 172,129 - 106,000 - 128,625
Debt Service
Library Bond 931,361 (662,734) 2,708 - 271,334
Internal Service Fund
Liability/Risk Management202,872 (88,529) - 687 - 113,655
Workers Compensation123,034 70,509 - 1,875 - 191,668
Office Stores Fund39,633 7,757 200 1,820 - 45,770
Information Technology Services 174,838 46,404 - 28,668 - 192,574
Equipment Maintenance56,654 32,690 - 15,598 - 73,746
Building Maintenance208,842 93,132 - 52,089 - 249,885
Equipment Replacement 153,214 87,655 - - - 240,869
Technology Replacement 315,290 (21,340) - 343 - 293,607
Trust/Agency
Library Fund354,394 (3,181) 625 - - 351,838
KSAR - Community Access TV84,603 (17,706) 99 - - 66,996
Total City14,953,491 (3,304,558) 2,738,708 1,906,547 (722,000) 11,759,096
24
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
CIP Funds/Projects
Fund
Balance
7/1/09
Increase/
(Decrease)
Jul-Nov
Current
Revenue
Current
Expenditure Transfers
Fund
Balance
12/31/09
Street Projects
Traffic Safety90,472 (2,216) - 13,718 74,538
Highway 9 Safety Project45,129 - - - 45,129
Annual Street Resurfacing Project233,602 146,698 41,230 75,147 346,382
Sidewalks Annual Project18,935 (4,904) - 2,280 11,751
Saratoga Sunnyvale Road Resurfacing64,972 (1,093) - - 63,879
Traffic Signal @ Verde Vista Lane90,000 - - - 90,000
Fourth Street Bridge100,000 - - - 100,000
Quito Road Bridge Replacement Design9,730 - - - 9,730
Quito Road Bridge Construction115,726 - - - 115,726
Village Newsrack Enclosure23,307 (10,723) - - 12,584
Village Façade Program18,815 (2,837) - - 15,978
Solar Power Radar Feedback Signs24,158 - - - 24,158
El Quito Area Curb Replacement37,553 - - - 37,553
Sobey Road Culvert Repair150,000 - - - 150,000
Annual Storm Drain Upgrade246 (36,825) - 8,588 (45,167)
Village Trees & Lights at Sidestreets25,336 - - - 25,336
Village Pedestrian Enhancement9,128 (146) - - 8,982
Prospect Road Median151,036 (93,415) - 3,435 54,186
City Entrance Sign/Monument23,788 - - - 23,788
Village-Streetscape Impv 517,188 - - - 517,188
Saratoga-Sunnyvale/Gateway Sidewalk4,107 (585) - - 3,522
Comer Drive Retaining Wall173,003 (56,020) - - 116,983
Total Street Projects1,926,230 (62,066) 41,230 103,168 - 1,802,226
Parks & Trails
Hakone Garden Koi Pond49,150 - - 23 49,127
EL Quito Park Improvements43,905 - - - 43,905
Wildwood Park - Water Feature/Seating275 - - - 275
Historical Park Landscape33,890 (446) - - 33,444
Hakone Garden Retaining Wall & D/W142,829 - - - 142,829
Hakone Garden Upper Moon House 125,000 - - - 125,000
Kevin Moran Improvements69,083 (93,379) - 1 (24,297)
West Valley Soccer Field(29,176) - - - (29,176)
Park/Trail Repairs7,748 (4,288) - 590 2,870
Trail Segment #3 Repair68,606 (7,912) - - 60,694
Teerlink Ranch Trail14,850 (14,850) - - (0)
Tank Trail Repair- (31,945) - - (31,945)
Mid Pen O/S Land Purchase- 250,000 - - 250,000
CIP Allocation Fund15,885 - - - 15,885
Total Parks & Trails542,045 97,180 - 613 - 638,612
Facility Improvements
Warner Hutton House Improvements813 - - - 813
Facility Projects108,643 (73,236) - - 35,407
Civic Center Improvement4,294 (340) - - 3,954
Theater Improvement68,518 (10,787) 494 - 58,224
Corp Yard - Men's Restroom1,829 38,291 - 17,510 22,611
Fire Alarm at McWilliams & Museum11,371 - - - 11,371
North Campus Improvements43,960 (26,711) - 11,722 5,528
North Campus - Bldg Removal73,250 (66,094) - 6,773 384
HVAC System Upgrade- - 125,000 - 125,000
Multi-Purpose Room Fund250,000 - - 250,000 -
Corp Yard Solar Project93,250 - 125,000 - 218,250
Library HVAC Upgrade276,143 (215,745) - (8,065) 68,462
Library - EXT Improvement10,000 - 5,000 - 15,000
McWilliams House Improvement10,000 - - - 10,000
Historical Park Fire Alarm System1,762 - - - 1,762
Total Facility Improvements953,833 (354,623) 255,494 277,940 - 576,765
Administrative Projects
Financial System Upgrade3,534 - - - 3,534
Document Imaging Project86,780 - - - 86,780
CDD Document Imaging Project36,635 (4,646) - - 31,989
Website Development Project30,959 (28,074) - - 2,885
IT Emergency Power Back- 10,000 - - 10,000
IT Server Room A/C- 40,000 - - 40,000
KSAR Equip Upgrades6,002 - - - 6,002
Total Administrative Projects163,910 17,280 - - - 181,190
Tree Fine Fund
Tree Fine Fund62,943 (22,076) 500 5,622 35,745
CIP Fund
CIP Grant Fund(200,477) (247,307) 160,203 21,000 (308,581)
Gax Fund
Gas Tax Fund62,495 172,129 - 106,000 128,625
Total CIP Funds3,510,979 (399,481) 457,427 514,343 - 3,054,582
25
ATTACHMENT C
26
Dave Anderson
Melanie Whittaker Mary Furey
SUBJECT: Review of Accounts Payable Check Registers
RECOMMENDED ACTION:
That the City Council review and accept the Check Registers for the following Accounts Payable payment cycles:
REPORT SUMMARY:
Attached are the Check Registers for:
Date
Ending
Check No.
01/14/10 114125 114166 41 132,533.76 01/14/10 01/07/10 114124
01/21/10 114167 114220 53 636,880.72 01/21/10 01/14/10 114166
AP Date Check No. Issued to Dept.Amount
01/14/10 114152 Public Works 50,282.46
01/14/10 114159 Various 20,123.34
01/21/10 114168 CDD 24,280.00
01/21/10 114195 Public Safety 344,613.67
01/21/10 114197 Public Works 177,885.09
The following are Accounts Payable checks that were voided or manually issued:
AP Date Check No.Amount
01/14/10 (None)
01/21/10 114014 (600.00)
01/21/10 114174 (30.53)
PREPARED BY:DEPT. DIRECTOR:
Type of Checks Date
Starting Check
No.
Ending
Check No.
Total
Checks Amount
Checks
Released
January 14, 2010
January 21, 2010
SARATOGA CITY COUNCIL
MEETING DATE:February 3, 2010 AGENDA ITEM:
DEPARTMENT:Finance & Administrative Services CITY MANAGER:
Prior Check Register
The following is a list of Accounts Payable checks issued for more than $20,000 and a brief description of the expenditure:
O' Grady Paving Grant Fund - CIP Streets Saratoga Ave - Overlay
Fund Purpose
Accounts Payable
Accounts Payable
Issued to Description
Shute Mihaly Various Monthly Legal Services
City of Saratoga -
Recreation Void - Reissued
City of Saratoga - Petty
Cash Void - Reissued
O' Grady Paving Grant Fund - CIP Streets Saratoga Ave - Overlay
Archives & Architecture General Heritage Museum
Inventory
County of SC - Office of
Sheriff
General Monthly Service -
Law Enforcement
27
The following is a list of cash reduction by fund:
Fund #AP 01/14 AP 01/21 Total
111 General 60,279.77 433,547.17 493,826.94
231 Village Lighting 1,694.50 1,694.50
241 Arroyo de Saratoga Landscape 85.00 85.00
242 Bonnet Way Landscape 135.00 135.00
243 Carnelian Glen 135.00 135.00
244 Cunningham/Glasgow Landscape 150.00 150.00
245 Fredericksburg Landscape 132.00 132.00
246 Greenbriar Landscape 406.00 406.00
247 Kerwin Ranch Landscape 311.00 311.00
248 Leutar Court Landscape 85.00 85.00
249 Manor Drive Landscape 160.00 160.00
251 McCartysville Landscape 180.00 180.00
252 Prides Crossing Landscape 448.00 448.00
253 Saratoga Legends Landscape 158.00 158.00
254 Sunland Park Landscape 203.00 203.00
255 Tricia Woods Landscape 45.00 45.00
271 Beauchamps Landscape 85.00 85.00
272 Bellgrove Landscape 6,099.54 6,099.54
273 Gateway Landscape 203.00 203.00
274 Horseshoe Landscape/Lighting 320.00 320.00
275 Quito Lighting 410.75 410.75
276 Tollgate LLD 1,457.19 1,457.19
411 CIP Street Projects 3,873.85 3,873.85
412 CIP Parks Projects 1,120.00 1,120.00
413 CIP Facility Projects 12,529.19 12,529.19
414 CIP Admin Projects 1,596.66 1,596.66
431 Grant Fund - CIP Streets 53,758.12 177,885.09 231,643.21
611 Liability/Risk Mgt 2,018.18 2,159.86 4,178.04
612 Workers' Comp 191.19 191.19
621 Office Stores Fund 1,413.00 21.05 1,434.05
622 Information Technology 219.95 330.00 549.95
623 Vehicle & Equipment Maint 2,849.28 2,849.28
624 Building Maintenance 2,315.55 233.16 2,548.71
632 170.43 170.43
132,533.76 636,880.72 769,414.48
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Check Registers in the 'A/P Checks By Period and Year' report format
TOTAL
Fund Description
IT Equipment Replacement
28
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35
Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE: February 3, 2010 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Iveta Harvancik DIRECTOR: John Cherbone
Senior Engineer
SUBJECT: Resolution Approving Application for Santa Clara Valley Water District
Environmental Enhancement Planning Grant Funds
RECOMMENDED ACTION:
Approve resolution supporting the 2010 Environmental Enhancement Planning Grant
Application.
REPORT SUMMARY:
The Santa Clara Valley Water District (District) developed a Clean, Safe Creeks and Natural
Flood Protection Program, which was passed by voters as a Special Tax in 2000. The program is
being carried out in part through an Environmental Enhancement Planning Grant. The objective
of this competitive grant is creation or restoration of riparian habitat, protection of endangered
species and revegetation of native plant species.
The Village Creek Trail, currently included in the unfunded Capital Improvement Projects, is a
matching candidate for the grant application. The proposed trail is located along Saratoga Creek,
running the length of the Village. The land ownership varies between the City’s property,
property owned by the District, the District’s easement on a private property, and private
properties with no easement. An easement will be needed on all parts of the trail not currently in
the City’s ownership. City staff is working with the District and private owners on obtaining the
easement or other form of consent for the project. The project will include only trail sections
where easement(s) can be obtained.
The grant funds, if awarded, would fund the environmental and planning phase of the project.
This phase, when completed, will show the project readiness for the construction phase and
greatly increase prospects for successfully applying for the Environmental Enhancement
Implementation Grant in fiscal year 2011.
The attached Resolution is required as part of the grant application. The Trails Committee
discussed the project and supports the grant application. It is therefore recommended that the City
Council adopt the resolution supporting the grant application.
36
Page 2 of 2
FISCAL IMPACTS:
Staff time to meet the required minimum 25% cost share by the applicant.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
The grant application will not be submitted and the City will not be considered for receiving
Environmental Enhancement Planning Grant Program funds.
ALTERNATIVE ACTION(S):
None in addition to the above.
FOLLOW UP ACTION(S):
Resolution will be forwarded with the grant application to the SCVWD.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. Village Creek Trail Map
2. Resolution
37
!
!
...Potential bench/picnic areas
Creekcrossingrequired WildwoodPark
Sarato
ga
C
r
e
e
k
B i g B a s i n Wa y
Saratoga-
Sunnyvale
Proposed Village Creek Trail
Fou
rth
Street
Th
ird Street
Saratoga-Los gatos Road
Creekcrossingrequired
0 50 100 150 200
Feet ±
Legend
Trail on City Property
!Picnic Area
Trail on SCVWD's Property
Trail on SCVWD's Easement
Trail on Private Property
F
i
f
t
h
S
t
r
e
e
t
38
RESOLUTION NO.________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPROVING THE APPLICATION FOR GRANT FUNDS FOR
THE ENVIRONMENTAL ENHANCEMENT PLANNING GRANT PROGRAM
UNDER
THE CLEAN, SAFE CREEKS AND NATURAL FLOOD PROTECTION
PROGRAM OF 2000
WHEREAS, the Santa Clara Valley Water District (SCVWD) has enacted the
Environmental Enhancement Planning Grant Program, which provides funds for the
acquisition and development of neighborhood, community, and regional parks and
recreation lands and facilities; and
WHEREAS, the SCVWD’s Watershed Planning Unit has been delegated the
responsibility for the administration of the grant program, setting up necessary
procedures; and
WHEREAS, said procedures established by the SCVWD require Grantee’s
Governing Body to certify by resolution the approval of Grantee to apply for the
Environmental Enhancement Planning Grant Program funds, and
WHEREAS, Grantee will enter into an Agreement with the Contract with the
SCVWD;
NOW, THEREFORE, BE IT RESOLVED that the CITY COUNCIL of the CITY
OF SARATOGA hereby:
1. Approves the filing of an Application for local assistance funds from the
Environmental Enhancement Planning Grant Program under the Clean, Safe Creeks and
Natural Flood Protection Program of 2000; and
2. Certifies that the City of Saratoga has or will have sufficient funds to operate
and maintain the Project(s); and
3. Certifies that the City of Saratoga has reviewed, understands and agrees to the
Special Provisions, General Provisions and Financial Provisions contained in the
Agreement; and
4. Appoints the City Manager as agent to conduct all negotiations, execute and
submit all documents including, but not limited to applications, agreements, payment
requests and so on, which may be necessary for the completion of Project(s).
39
Passed and adopted on the 3rd day of February, 2010 by the CITY COUNCIL OF
THE CITY OF SARATOGA by the following vote of the members thereof:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________
Kathleen King, Mayor
City of Saratoga
Attest:
_______________________
Ann Sullivan, City Clerk
40
Page 1 of 1
SARATOGA CITY COUNCIL
MEETING DATE: February 3, 2010 AGENDA ITEM:
DEPARTMENT: Community Development CITY MANAGER: Dave Anderson
PREPARED BY: John F. Livingstone, AICP DIRECTOR: John F. Livingstone, AICP
SUBJECT: Unclaimed Deposits
RECOMMENDED ACTION:
Direct Staff Accordingly.
REPORT SUMMARY:
The City of Saratoga has a total of $137,284 in unclaimed development deposits. These deposits
are for planning and geotechnical review applications conducted from January 1996 to January
2007. Under State law, the City is authorized to transfer unclaimed funds to the general fund
following publication in a newspaper notice of its intent to do so. Staff is recommending that the
City supplement the legally required newspaper notice with individual notices to be sent to each
person advising them of a 60 day time period for funds to be claimed. The law requires a
minimum of 45 days and a maximum of 60 days. After this time the City will transfer any
unclaimed funds to the general fund.
FISCAL IMPACTS:
No budget adjustments will be required.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTIONS:
The Council could recommend increased time periods or alternative advertising techniques.
FOLLOW UP ACTION:
The City Clerk will publish a notice in a local newspaper once a week for two successive weeks
advertising the unclaimed funds.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Notice of this meeting was properly posted.
Each past applicant will be mailed a letter indicating the location of the project and amount of
unclaimed funds with an enclosed claim form that can be sent back to the City to receive the
funds. The letter will advise the applicant that they have 60 days to respond. The mailing will
coincide with the newspaper notice.
41
Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE: February 3, 2010 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Iveta Harvancik DIRECTOR: John Cherbone
Senior Engineer
SUBJECT: Amendment Number One to the Joint Use Agreement with the Santa Clara
Valley Water District for Wildcat Creek at Gardiner Park
RECOMMENDED ACTION:
Authorize the City Manager to sign the Amendment Number One to the Joint Use Agreement.
REPORT SUMMARY:
In January of 2006, the City entered into a Joint Use Agreement with the Santa Clara Valley Water
District (District) to use District-owned property near Gardiner Park for recreational trail
purposes.
The District is proposing to extend this Agreement to adjacent land owned by the District along
Wildcat Creek. Presently, a pathway is installed and used by public along Wildcat Creek in the
subject location. Staff believes it is in the City’s best interest to amend the existing Joint Use
Agreement to include additional District properties and to continue using it for trail purposes.
Except for including additional land in the Agreement, all other terms and conditions will remain
in full force and effect.
It is therefore recommended to amend the Joint Use Agreement to include additional District
properties.
FISCAL IMPACTS:
None in addition to the adopted budget.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The Joint Use Agreement would not be executed and the City would not be permitted to use the
District’s land for trail purposes.
42
Page 2 of 2
ALTERNATIVE ACTION:
None in addition to the above.
FOLLOW UP ACTION:
City Clerk will forward executed agreement to Santa Clara Valley Water District for their
approval.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. Amendment Number One to the Joint Use Agreement for Wildcat Creek at Gardiner Park
2. Joint Use Agreement for Wildcat Creek at Gardiner Park
43
File: City of Saratoga
X-File: 2030-11, 2030-4
Page 1 of 2
AMENDMENT NUMBER ONE
TO THE JOINT USE AGREEMENT FOR
WILDCAT CREEK AT GARDINER PARK
This Amendment Number One to the Joint Use Agreement for Wildcat Creek at Gardiner Park”
(“Joint Use Agreement”), between the City of Saratoga (“City”), a municipal corporation, and
the Santa Clara Valley Water District (“District”), a California Special District, is entered into on
this ____ day of ___________, 2010, (“Amendment Effective Date”)
WHEREAS: The parties entered into the Joint Use Agreement, effective January 18, 2006;
WHEREAS: Whereas under the Joint Use Agreement, City was provided the right to use certain
District-owned real property described in Exhibit A of the Joint Use Agreement for recreational
trail purposes; and
WHEREAS: The parties now desire that additional District-owned real property along Wildcat
Creek, generally extending from Gardiner Park to Springhill Court (described in Exhibit A of the
Amendment One) become a part of the real property that City may use under the terms of the
Joint Use Agreement.
NOW THEREFORE, the parties hereby agree to the following:
As of the Amendment Effective Date, the real property described in Exhibit A of this
Amendment Number One becomes part of the Premises (as that term “Premises” is defined in
Joint Use Agreement), and that real property described in Exhibit A of this Amendment Number
One is subject to the terms and conditions of the Joint Use Agreement.
Except as amended by this Amendment Number One, all other terms of the Joint Use Agreement
will remain in full force and effect.
The parties acknowledge and accept the terms and conditions of this Amendment Number One
as evidenced by the following signatures of their duly authorized representatives.
CITY OF SARATOGA
APPROVED AS TO FORM:
By:______________________ By:___________________
Dave Anderson Richard Taylor
City Manager City Attorney
ATTEST:
By:_____________________
Ann Sullivan
City Clerk
(Signatures continued on second page)
44
File: City of Saratoga
X-File: 2030-11, 2030-4
Page 2 of 2
SANTA CLARA VALLEY WATER DISTRICT
APPROVED AS TO FORM:
By:___________________________ By:________________________
Beau Goldie Anthony Fulcher
Chief Executive Officer Assistant District Counsel
ATTEST:
By:___________________________
Clerk/Board of Directors
45
46
47
48
49
50
51
52
Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE: February 3, 2010 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: John Cherbone DIRECTOR: John Cherbone
Public Works Director Public Works Director
SUBJECT: Village Entrance Sign
RECOMMENDED ACTION:
Approve design and installation of Village Entrance Sign.
REPORT SUMMARY:
The Saratoga Village Development Council (SVDC) would like to fund an entrance sign to the Village
that would be located in Blaney Plaza near the corner of Big Basin Way and Highway 9. The depiction
of the proposed sign is attached and is expected to cost between $3.000 and $5,000. The dimension of
the sign will be approximately 68 inches wide by 48” inches tall and will be made of carved wood.
If the sign is approved, the Public Works Department will assist the SVDC in the placement of the sign.
This item was first discussed at the October 21, 2009 City Council Meeting. At that time, SVDC stated
that more time was needed to refine the design of the sign. The City Council concurred and directed that
the final design be brought back for Council approval.
Please find attached the final design of the Village Entrance Sign for City Council’s review.
FISCAL IMPACTS:
The cost to create the sign will be funded by SVDC. Minor staff costs of approximately $250 will be
incurred to install the sign.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The sign would not be approved.
ALTERNATIVE ACTION:
None in addition to the above.
53
Page 2 of 2
FOLLOW UP ACTION:
If the sign is approved, staff will work with the SVDC to install it.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. Depiction of Village Entrance sign
2. Location Map
54
55
56
Page 1 of 2
SARATOGA CITY COUNCIL
MEETING DATE: February 3, 2010 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Iveta Harvancik DIRECTOR: John Cherbone
Senior Engineer
SUBJECT: Support for West Valley College Creek Restoration Project
RECOMMENDED ACTION:
Approve Letter of Support for West Valley College application for Environmental Enhancement
Planning Grant.
REPORT SUMMARY:
West Valley College is pursuing an application for the 2010 Environmental Enhancement
Planning Grant released by Santa Clara Valley Water District. The objective of this grant is
creation or restoration of riparian habitat and revegetation of native plant species.
With the grant funds, if awarded, the College representatives plan to restore riparian ecosystem
along Vasona Creek running through the campus. Their vision for the future is to create a new
trail along the creek with areas of educational opportunities and environmental awareness
connecting with the existing City trails to create a cohesive trail system for the community.
As with all competitive grants, support from local officials is a vital part of the application. In
addition, one of the requirements of the grant is a minimum of 25% cost share by the applicant.
The cost share can be met by providing staff time and services. To increase their chances to
succeed, the College representatives request City’s support and collaboration in their endeavor.
Specifically, they asked the City to provide technical assistance with City Arborist and
Engineering Department.
Trails Committee visited the site and unanimously approved to support the grant application at
their regular meeting earlier this month.
It is therefore recommended that City Council approve the attached Letter of Support.
57
Page 2 of 2
FISCAL IMPACTS:
Staff time to assist West Valley College to accomplish the project.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
City will not support the WVC application with may lower the likelihood of the grant to be
awarded.
ALTERNATIVE ACTION(S):
None in addition to the above.
FOLLOW UP ACTION(S):
Letter of Support will be forwarded to West Valley College.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
Letter of Support.
58
Incorporated October 22, 1956
CITY OF SARATOGA
13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 868-1200
COUNCIL MEMBERS:
Jill Hunter
Kathleen King
Susie Nagpal
Howard Miller
Chuck Page
February 3, 2010
Lori Gaskin, Ph.D.
President
West Valley College
14000 Fruitvale Ave.
Saratoga, CA 95070
Subject: 2010 Environmental Enhancement Planning Grant
Letter of Support
Dear Ms. Gaskin:
The City Council of the City of Saratoga is pleased to express our strong and enthusiastic support
of the West Valley College application for the 2010 Environmental Enhancement Planning Grant
toward the goal of restoring the Vasona Creek riparian ecosystem, implementing a greenbelt
along the riparian corridor, and connecting with the existing set of city trails for the community
benefit.
The City is further offering to provide time and expertise of City staff to accomplish the project
that will provide educational and recreational opportunities to West Valley College students as
well as the City of Saratoga residents.
The City Council heartily endorse the proposed project and urge approval of the Grant
application for these important and much-needed improvements. Thank you for your
consideration.
Very t ruly yours,
Kathleen King, Mayor
City Council
59
SARATOGA CITY COUNCIL
MEETING DATE: February 3, 2010 AGENDA ITEM:
DEPARTMENT: Community Development CITY MANAGER: Dave Anderson
PREPARED BY: Michael Fossati DIRECTOR: John F. Livingstone, AICP
SUBJECT: Request for funding to support the 2010 Mustard Faire
RECOMMENDED ACTION:
Direct Staff Accordingly
REPORT SUMMARY:
The Mustard Faire is an annual event celebrating the history of the Heritage Orchard and the
Valley of the Heart’s delight. The event takes place on the first Sunday of March (March 7,
2010) and is located within the Heritage Orchard and the Warner Hutton House. Representatives
of the Saratoga Mustard Faire Committee contacted the City to assist in funding the event. The
Saratoga Mustard Faire Committee is requesting approximately $2,420 to pay for certain items
for the event. A list of expenditures has been included in this report as an Attachment.
FISCAL IMPACTS:
City Council has access to two different mechanisms available to fund the event. The City
Council has an “Unspecified City Events” fund of $1,200. The City Council also has a
discretionary fund of approximately $40,000.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The Saratoga Mustard Faire would not have the required funds to operate the event. The event
may not take place without the requested funding.
ALTERNATIVE ACTION:
The City could deny the request or request matching funds be provided.
FOLLOW UP ACTION:
Direct Staff to prepare a budget adjustment.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Notice of this meeting was properly posted.
ATTACHMENTS:
Att. A – List of Expenditures
60
Saratoga Mustard Faire
March 7, 2010
List of Expenditures
Item Vendor Costs
Banner Display at
Blaney Plaza
City of Saratoga $600 (2 weeks at $300 per
week)
Rental of Warner
Hutton
City of Saratoga $517.50 ( 50% discount for
non‐profit)
Temp. Use Permit
City of Saratoga $100
Total fees to the City
of Saratoga
$1,217.50
Petting Zoo
My Pony Party $700
Printing/Flyers
Boomerang Toner & Ink $320
Misc. Items (Port‐a‐
Potty, etc.)
Misc. $180
Total costs for outside
vendors
$1,200.00
OVERALL TOTAL
$2,417.50
61
SARATOGA CITY COUNCIL
MEETING DATE: February 3, 2010 AGENDA ITEM:
DEPARTMENT: Finance & Administrative Services CITY MANAGER: Dave Anderson
PREPARED BY: Mary Furey DIRECTOR: Mary Furey
SUBJECT: FY 2009/10 Mid-Year Budget Status Report and Budget Adjustment Resolution
RECOMMENDED ACTION:
Review FY 2009/10 budget status report and proposed budget adjustments, and adopt resolution
approving the City’s FY 2009/10 Operating Budget amendments.
REPORT SUMMARY:
As the current economic downturn has developed into the longest and deepest contraction in many, many
decades, the City’s revenues declined much further than we had anticipated last spring. For example, at
budget adoption, our revenue projections reflected a 37% decline in development revenues from the prior
year’s adopted budget, whereas our revised projections reflect a 52% decline. To put the economic
impact into actual dollars, we are now expecting that we will see a $650,000 drop in planning and
building revenues this year, from the high of two years ago. Overall, General Fund Revenues are
expected to come in almost $758,000 (5%) less than last year, and $1,487,000 (9%) less than two years
ago. While economic downturns are common cyclical events, and are expected to occur from time to
time, this one has been described as the most severe in the post-war era and is impacting City revenues
far more than we anticipated or have experienced in the past. The magnitude of the revenue shortfalls
requires that the City’s adopted budget be revised to reflect the overall projected decrease.
For the current year, we are projecting a shortfall of $50,000 in planning revenues, and $240,000 in
building revenues from budgeted revenues. Engineering’s development revenues are suffering the same
economic hits with an expected $50,000 shortfall from budgeted revenues. Recreation, while making
cost recovery headway from last year, is feeling the impact of the economic recession with fewer classes
and camps offerings due to lower enrollment. The revised recreation class revenues show a drop of
$60,000 from budget, and another $10,000 reduction in camp fees.
While Sales Tax was projected at reduced levels due to the anticipation of falling retail and restaurant
activity, the revenue is taking a further hit as a result of the State overpaying the City in the prior year
based on pre-recession levels of estimated payments. This has resulted in the prior year’s overpayment
being charged against current year revenues. Staff is recommending reducing the Sales Tax revenue
appropriation by $25,000. Prop 172 Sales Tax is also coming in lower than anticipated, but it is unclear
if this is due to lower sales tax receipts, or increases in State fees for administering the Prop 172
allocation program. We are also seeing increased State administration fees in the VLF program, so these
tax receipts too have been reduced. We are recommending a reduction in Prop 172 Sales Tax revenues
of $25,000, and in VLF fees of $15,000.
62
Transient Occupancy Tax earnings are also reflecting lower than anticipated receipts, and staff is
recommending a $10,000 budget reduction. Construction Tax is charged as a percentage of building
permits. This revenue shortfall is directly related to the reduction in building activity, and staff is
recommending a budget decrease of $15,000.
Of particular note, is the impact this economic downturn has had on interest earnings. In FY 2006/07,
the City earned $715,000 in interest when rates hovered around 5.1%. In FY 2007/08, the City earned
$616,000 as rates dropped to an average of 4.4%, and in FY 2008/09, interest earnings dropped to
$341,000 as rates continued to drop further to an average of 2.2%. For this year, we are now expecting
approximately $170,000 in earnings as interest rates have dropped to an average of .75% as of mid-year.
This extreme reduction in interest earnings is due in part to historic low rates, but it is also due to the
reduction in revenue receipts, the delays in state and county payments, and ongoing operating and capital
expenditures, which all contribute to decreasing fund balances.
In summary of the above discussion, General Fund budgeted revenue are proposed to be reduced in the
following categories:
Revenue Shortfalls:
Planning Design Review 50,000
Building Permits 240,000
Engineering Review 10,000
Engineering Subdivision Plan Check 20,000
Recreation Classes 60,000
Recreation Camps 10,000
Prop 172 Sales Tax 25,000
Sales Tax 25,000
TOT 10,000
Construction Tax 15,000
VLF Fees 15,000
Interest Income 150,000
Total General Fund Revenue Budget Reductions 630,000
To align budgeted expenditures with the reduction in budgeted revenues, staff assessed the current year’s
departmental budgets to find appropriate areas in which cuts could be made that would not significantly
affect current operations, or where expenditures could be delayed. Budget cuts include General Fund
reductions in supplies, materials, fees, and services, the elimination of budgeted salary and
unemployment costs that will not be used, and an overall tightening of the belt across all departments.
Internal Service Fund appropriations were reduced where available to reduce the charge-back fees to the
General Fund. For example, the budget cuts will delay vehicle replacements, and reduce funding for
some building maintenance services. The $480,000 of budget cuts are shown by category groups in the
schedule on the following page.
The recommended budget adjustment also includes a $50,000 transfer from the IT Equipment
Replacement Fund to the General Fund as a result of the telephone upgrade project costing significantly
less than the funding that was available for the project. These funds were originally transferred into the
IT Equipment Replacement Fund from the General Fund several years ago for the IT upgrade project,
therefore it is recommended they be transferred back into the General Fund. Additionally, the FY
2009/10 budget was adopted in June with budgeted revenues appropriations exceeding budgeted
expenditure appropriations by $150,000 as a buffer to offset the revenue instability we were
experiencing. The recommended budget adjustment utilizes $100,000 of the budgeted offset, with
$50,000 of the offset remaining as a buffer through year-end.
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Expenditure Cuts:
General Fund
Salary / Temp 43,900
General Materials & Supplies 68,375
Maintenance Materials & Supplies 3,000
Services Fees – bank fees, legal publications 7,200
Dues & Memberships 2,270
EDD Unemployment Charges 10,000
Records Management Services 18,000
GIS Services 5,500
Street Sweeping, Tree & Trail Maintenance, Turf Top 54,000
Environmental Services 2,000
Financial and Audit Services 12,400
Legal Services 5,000
Engineering Consultants 20,500
Meetings & Events 12,450
Training & Conferences 26,995
Other Miscellaneous 18,410
Total General Fund Budget Cuts 310,000
Internal Service Funds
Offices Stores 17,000
Equipment Maintenance 17,000
Building Maintenance 46,000
Vehicle & Equipment Replacement 90,000
Total Internal Service Fund Budget Cuts 170,000
TOTAL Expenditure Cuts 480,000
Transfer to General Fund: IT Equip Repl Fund Balance 50,000
Reduce General Fund Budget Offset: Rev > Exp 100,000
NET BUDGET ADJUSTMENT 630,000
FISCAL IMPACTS:
Upon Council approval, revenue and expenditure operating budget appropriations will be amended.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Revenue and expenditure budget appropriations will not be amended as recommended
ALTERNATIVE ACTION:
Council could provide alternative direction
FOLLOW UP ACTION:
Staff will post budget adjustment
64
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A – Resolution
Attachment B – Budget Appropriation Details
65
ATTACHMENT - A
RESOLUTION NO. 2010-___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE ANNUAL BUDGET FOR FISCAL YEAR 2009/10
TO ADJUST REVENUE, EXPENDITURE, AND TRANSFER APPROPRIATIONS
TO REVISED LEVELS
WHEREAS, the City of Saratoga FY 2009/10 General Fund revenues were reviewed at mid-year
and projected through year-end to determine estimated revenues for the fiscal year, and;
WHEREAS, it was determined that a number of the revenues receipts would not be sufficient to
meet budgeted revenue estimates, and;
WHEREAS, the City Council desires to adopt revenue, expenditure, and transfer budget
appropriations at the revised projection levels, and;
WHEREAS, it is necessary to amend the City of Saratoga FY 2009/10 budget to reduce revenue
and expenditure appropriations and to increase transfer appropriations to be in alignment with the revised
projections;
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga hereby
amends the Fiscal Year 2009/10 Operating & Capital Budget as shown in the following attached
appropriation adjustments in the Mid-Year Budget Status Report – Attachment B;
AND BE IT FURTHER RESOLVED, that the Finance and Administrative Services Director is
directed to record these changes into the City’s accounting records in accordance with appropriate
accounting practices.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 3rd day of February, 2010 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Kathleen King, Mayor
ATTEST:
_____________________________
Ann Sullivan, City Clerk
66
ATTACHMENT - B
PROGRAM ACCOUNT ACCOUNT TITLE
BUDGET
REDUCTION
GENERAL FUND REVENUE PROJECTED SHORTFALL
1114101 44443 DESIGN REVIEW 50,000
1114201 43471 BUILDING PERMITS 240,000
1115101 44511 ENGINEERING REVIEW 10,000
1115101 44515 ENGINEERING SUBDIVISION PLAN CHECK 20,000
1116101 44611 CLASSES & SPECIAL PROGRAMS 60,000
1116101 44612 CAMP FEES 10,000
1117101 42431 PROP 172 SALES TAX 25,000
1118101 41211 SALES TAX 25,000
1118101 41311 TOT 10,000
1118101 41511 CONSTRUCTION TAX 15,000
1118101 42411 VLF FEES 15,000
1118101 46111 INTEREST INCOME 150,000
TOTAL GENERAL FUND REVENUE REDUCTIONS 630,000
GENERAL FUND BUDGET CUTS
CITY COUNCIL
1111101 61111 OFFICE SUPPLIES 500
1111101 62212 SILICON VALLEY JOINT VENT 500
1111101 66112 COUNCIL MTG EXPENSES 4,000
1111101 66211 TRAINING & CONFERENCES 3,195
1111101 66212 TRAVEL & LODGING 1,000
1111101 66213 MILEAGE REIMBURSEMENT 500
CITY COMMISSIONS
1111201 61162 TRAFFIC SAFETY COMMITTEE 350
1111201 61164 HPC COMMITTEE 2,200
1111201 61165 YOUTH COMMITTEE 500
1111201 66131 COMM RECOGNITION DINNER 600
CITY MANAGER'S OFFICE
1112101 51112 TEMP HOURS 1,900
1112101 51200 VACATION BUY-BACK 17,000
1112101 61111 OFFICE SUPPLIES 500
1112101 66111 MEETING EXPENSES 2,500
1112101 66211 TRAINING & CONFERENCES 2,550
1112101 66212 TRAVEL & LODGING 4,000
CITY CLERK
1112201 61111 OFFICE SUPPLIES 1,000
1112201 64112 RECORDS MANAGEMENT SVCS 18,000
1112201 64141 CODIFICATION SERVICES 1,500
HUMAN RESOURCES
1112301 62162 REPORT/STUDY FEES 200
1112301 64161 FINGERPRINTING SERVICES 350
1112301 64162 SALARY SURVEY SERVICES 600
1112301 66111 MEETING EXPENSES 300
1112301 66121 EMPLOYEE RECOGNITION PGM 2,500
1112301 66122 EMPLOYEE EVENTS 2,200
1112301 66212 TRAVEL & LODGING 2,000
1112301 66213 MILEAGE REIMBURSEMENT 250
1112301 66311 RECRUITMENT ADVERTISING 2,850
1112301 66321 ORAL BOARD EXPENSES 300
1112301 66322 TESTING MATERIALS 100
67
ATTACHMENT - B
PROGRAM ACCOUNT ACCOUNT TITLE
BUDGET
REDUCTION
FINANCIAL SERVICES
1113101 61111 OFFICE SUPPLIES 1,000
1113101 61123 PRINT STOCK-LH/FORMS/CHKS 2,500
1113101 61172 OFFICE FURNITURE < $10K 10,000
1113101 62111 BANK FEES & CHARGES 3,000
1113101 65131 FINANCIAL AUDIT SERVICES 2,400
1113101 65133 OTHER AUDIT SERVICES 10,000
1113101 66211 TRAINING & CONFERENCES 2,500
1113101 66212 TRAVEL & LODGING 1,250
1113101 66214 TUITION REIMBURSEMENT 1,500
DEVELOPMENT REVIEW
1114101 61112 POSTAGE 4,000
1114101 61113 SUBSCRIPTION/PUBLICATIONS 1,000
1114101 61114 COMPUTER SUPPLIES 200
1114101 62132 LEGAL PUBLIC NOTICES 2,000
1114101 64341 GIS SYSTEM SERVICES 500
1114101 65254 LEGAL- APPLICANT SERVICES 5,000
1114101 65511 TRAFFIC ENGINEERS 500
1114101 66211 TRAINING & CONFERENCES 1,000
1114101 66214 TUITION REIMBURSEMENT 2,000
CODE COMPLIANCE
1114103 61111 OFFICE SUPPLIES 500
BUILDING & INSPECTION
1114201 61112 POSTAGE 400
1114201 61113 SUBSCRIPTION/PUBLICATIONS 1,275
1114201 66211 TRAINING & CONFERENCES 1,000
1114201 66212 TRAVEL & LODGING 500
GENERAL ENGINEERING
1115101 61112 POSTAGE 1,000
1115101 62233 VTA CONGESTION MGMT DUES 1,520
1115101 62251 PROFESSIONAL ASSOC DUES 250
1115101 64341 GIS SYSTEM SERVICES 2,500
1115101 65511 TRAFFIC ENGINEERS 20,000
1115101 66111 MEETING EXPENSES 250
1115101 66211 TRAINING & CONFERENCES 1,000
1115101 66212 TRAVEL & LODGING 50
ENGINEERING DEVELOPMENT
1115102 64341 GIS SYSTEM SERVICES 2,500
ENVIRONMENTAL
1115103 64531 STREET SWEEPING SERVICES 10,000
1115103 64733 STORM WATER TESTING 2,000
STREETS & STORM DRAINS
1115201 64544 TREE MAINTENANCE SERVICES 12,000
1115201 64545 PEST & WEED ABATEMENT 4,500
PARK & LANDSCAPE SERVICES
1115301 61341 LANDSCAPE SUPPLIES 3,000
1115301 62611 EQUIPMENT RENTALS 400
1115301 64532 REFUSE CONTAINER SERVICES 2,000
1115301 64542 N. CAMPUS LANDSCAPE SERV 2,000
1115301 64553 TURF TOP DRESSING SERV.15,000
1115301 64555 TRAIL MAINT. SERVICES 8,500
1115301 66212 TRAVEL & LODGING 100
68
ATTACHMENT - B
PROGRAM ACCOUNT ACCOUNT TITLE
BUDGET
REDUCTION
RECREATION
1116101 61111 OFFICE SUPPLIES 2,000
1116101 61171 OFFICE TOOLS & EQUIP < $10K 1,750
1116101 62112 CREDIT CARD FEES 2,000
1116101 62461 ASCAP FEES 160
1116101 62621 OFF-SITE FACILITY RENTAL 500
1116101 64121 PRINTING/BINDING SERVICES 2,000
1116101 64134 GRAPHIC/LAYOUT SERVICES 300
1116101 64161 FINGERPRINTING SERVICES 450
1116101 66111 MEETING EXPENSES 100
1116101 66214 TUITION REIMBURSEMENT 1,000
TEEN SERVICES
1116102 61111 OFFICE SUPPLIES 250
1116102 61112 POSTAGE 50
1116102 66211 TRAINING & CONFERENCES 300
FACILITY RENTALS
1116201 61111 OFFICE SUPPLIES 200
1116201 61112 POSTAGE 100
1116201 61133 FACILITY SUPPLIES 100
1116201 64121 PRINTING/BINDING SERVICES 200
1116201 66211 TRAINING & CONFERENCES 200
1116201 66213 MILEAGE REIMBURSEMENT 100
1116201 66214 TUITION REIMBURSEMENT 1,000
GENERAL ADMINISTRATION
1118101 51000 VACATION BUY-BACK 25,000
1118101 61111 OFFICE SUPPLIES 2,000
1118101 61115 CM GENERAL SUPPLIES 25,000
1118101 61172 OFFICE FURNITURE <$10K 10,000
1118101 62311 EDD UNEMPLOYMENT CHARGES 10,000
1118101 64121 PRINTING/BINDING SERVICES 3,000
COMMUNITY BUILDING EVENTS
1118302 68512 TASTE OF SARATOGA 700
1118302 68521 COMMUNITY EVENTS - GENL 3,800
1118302 68525 SISTER CITY CELEBRATION 1,200
TOTAL GENERAL FUND BUDGET CUTS 310,000
INTERNAL SERVICE FUND BUDGET CUTS
OFFICE STORES PROGRAM
6213102 61111 OFFICE SUPPLIES 2,000
6213102 61112 POSTAGE 1,000
6213102 62613 POSTAGE MACHINE LEASE 14,000
EQUIPMENT MAINTENANCE
6235202 61362 FUEL 15,000
6235202 64611 VEHICLE REPAIR & MAINT 2,000
BUILDING MAINTENANCE
6246202 61111 OFFICE SUPPLIES 600
6246202 61133 FACILITY SUPPLIES 5,000
6246202 62614 DRINKING WATER EQUIP RENT 1,000
6246202 63111 GAS & ELECTRIC 2,000
6246202 63112 WATER 3,000
6246202 63113 REFUSE COLLECTION 3,000
6246202 63211 TELEPHONE 500
6246202 63212 CELL PHONES 400
69
ATTACHMENT - B
PROGRAM ACCOUNT ACCOUNT TITLE
BUDGET
REDUCTION
6246202 64511 JANITORIAL/CLEANING SERV 5,000
6246202 64514 HVAC MAINTENANCE 2,000
6246202 64522 ROOF REPAIR SERVICES 4,000
6246202 64523 ELECTRICAL SERVICES 4,000
6246202 64524 PLUMBING SERVICES 3,000
6246202 64525 PAINTING SERVICES 5,000
6246202 64529 MISC BLDG REPAIR SERVICES 4,000
6246202 64545 PEST & WEED ABATEMENT 1,500
6246202 66111 MEETING EXPENSES 1,000
6246202 66214 TUITION REIMBURSEMENT 1,000
VEHICLE & EQUIPMENT REPLACEMENT
6315203 77111 AUTOMOBILES 90,000
TOTAL INTERNAL SERVICE FUND BUDGET CUTS 170,000
BUDGET TRANSFERS
6323202 99999 TRANSFER OUT - IT EQUIP REPLACEMENT 50,000
1118101 49999 TRANSFER IN - GENERAL FUND 50,000
BUDGET TRANSFERS IN 50,000
70